The Association Activity Notes page displays system and user activity in a searchable grid. This feature provides a chronological history of all association-level changes, automated system actions, and manual notations. 

Use Activity Notes to track contract modifications, view system-generated correspondence, monitor action items, and maintain detailed records for auditing and compliance purposes.

Contents

• View Association Activity History
  
  • Search and Filter
• Create Manual Notes
• Activity Tracking
  • Action Item Edits 
  • Service Contract Activities

 

View Association Activity History

The Association Notes page displays a chronological history of association activity. Each entry includes Note Time, Author, Activity type, and Comment/Note details.

Important:

• System-generated Activity Notes cannot be edited.
• For security purposes, one-time access codes and sensitive authentication information do not display in Activity Notes. This ensures that temporary access credentials remain secure while maintaining comprehensive activity tracking for administrative changes.

 

To view Association activity:

1. Navigate to Association > Activity Notes.
   The Association Notes page displays.
   
   
   
   
2. To change the association, click the association name at the top of the page, and then search for and select the appropriate association.
3. You can click the XN link to open the action item details page.
   This makes it easy to navigate from activity notes to the related action items.

 

Search and Filter

The Activity Notes page provides multiple search and filtering options:

• Search by criteria: Enter information in Note Time, Author, Activity, or keyword fields in the Comments/Notes section.
• Filter content: Click the Filter icon to search for specific content (e.g., filter for notes containing "Owner" or exclude broadcast messages).

 

Create Manual Notes

To create a manual notation on the association account:

1. Click New Note.
   The Association Note screen opens.
   
   
   
   
2. Enter the Subject and Activity Note details.
   Note: When saving changes to an edited action item, a system-generated note is also automatically created.
   
3. (Optional) Attach files including Word documents, PDFs, images, or email files.
4. Click Update.

Note: Manual notes can only be deleted by the user who created them using the Delete button.

 

Activity Tracking

The system tracks and logs the following types of information:

• Association-Level Action Items: The system now provides comprehensive tracking for all association-level action items, including generations and financial summaries. When action items are edited and saved, detailed activity logs automatically capture field-level changes with complete edit history. Additionally, a new XN column with clickable links has been added to enable quick navigation to action item details..
• Messages on Association-Level Action Items: Communication related to association action items.
• System-generated correspondence: Automated letters, emails, and other communications.
• Manually created notations: User-added notes and comments.
• Service Contract activities: Modifications made to service contracts.

It also tracks changes made to the following areas:

• Association > Assessments
• Association > Documents
• Association > GL Accounts
• Association > Board/Committee
• Association > Additional Info
• Association > CCR Items
• Association > CCR Item Details
• Association > Bank Account
• Association > Insurance
• Association > Funds
• Association > Services
• Association > Addresses
• Association > Amenity Calendar
• Service Providers > 1099 Balances

 

Action Item Edits

All changes made to action items are automatically logged with detailed field-level tracking, including
the specific field changed, old value, new value, and user who made the change

Service Contract Activities

The system also tracks all service contract modifications:

• Service Contract - New: When a new contract is added, the activity note displays "A new contract was added to [Service Type] - [Short Description]" with a data table showing Field and New columns containing Provider, Account No, Provider Contact, Start Date, End Date, and Description.
• Service Contract - Edit: When a contract is modified, the activity note displays "A contract was edited in [Service Type] - [Short Description]" with a data table showing Field, Old, and New columns. The table includes Provider and Account Number for contract identification and only displays fields that were actually modified, including Auto-Posting, Approvals, Payments, Attachments, and GL Detail information.
• Service Contract - Delete: When a contract is removed, the activity note displays "A contract was deleted from [Service Type] - [Short Description]" with contract identification information.

All activity entries maintain consistent formatting with Note Time, Author, Activity type, and detailed Comment/Note information for comprehensive audit trails.